Enter the sequence number of the invoice.
Enter a reference for the invoice. This reference will be used as a description of the outstanding item.
Enter extra references for the invoice, if required.
Enter the debtor who placed the order.
Enter the debtor who will be receiving the invoice. The invoice debtor is not necessarily the debtor who placed the order or receives the goods. You can link the invoice debtor to a debtor on the 'Invoice' tab in [Finance: Debtors, Master data, Maintenance]. If you have already linked an invoice debtor to a debtor, this invoice debtor will be displayed by default. If you want to create a new invoice debtor, you can do so in the menu path mentioned above.
Enter the representative you want to link to the invoice. If you have already linked a representative to a debtor, this representative will be displayed by default once the debtor is selected. See Sales representatives.
Select the sales order number that the invoice is linked to.
Note: This field is disabled if the sales invoice is manually created and not generated from a sales order.
Enter the selection code for the invoice. This selection code can be used to make a selection when you print or journalize the invoice.
Enter the code to link the extra item descriptions to the invoice. See Extra description codes.
Enter the code to link the text code to the invoice. See General text codes.
Select the currency that you want to use for the invoice. By default, the currency selected is the currency linked to the particular debtor in [Finance: Debtors, Master data, Maintenance] on the 'Entry' tab. Before you can do so, you have to create currencies in [Finance: Ledger, Currencies, Maintenance, Currencies] and exchange rates in [Finance: Ledger, Currencies, Maintenance, Exchange rates].
The exchange rate is displayed automatically. You can change the exchange rate of foreign currencies if you have selected the 'Change: Exchange rate' check box on the 'Sales' tab in [Sales: File, Company settings, Sales settings].
Enter the debtor who will receive the goods. You can select any debtor you created as a collect debtor. You can create a new debtor in [Finance: Debtors, Master data, Maintenance].
Enter the delivery date of the goods. The processing date or the delivery date of the order will be displayed as a suggestion. You can retrieve invoice data in overviews on delivery date and print invoices selected by delivery date.
Select the delivery method. See Delivery/Order methods.
Enter the address of the collect debtor. When the system recognizes the code, the rest of the address will automatically be filled. You can create delivery addresses in [Finance: Debtors, Master data, Maintenance] on the 'Delivery addresses' tab by clicking the 'Add' button.
Select the code of a payment condition. You can create payment conditions in [Finance: Tables, Maintenance, Payment conditions]. By default, the payment condition selected is the currency linked to the particular invoice debtor in [Finance: Debtors, Master data, Maintenance] on the 'Entry' tab.
Select one of the following payment methods available: {Bank}, {Cash}, {Collection}, {Giro}, or {Giro collection}. By default, the payment method selected is the currency linked to the particular invoice debtor in [Finance: Debtors, Master data, Maintenance] on the 'Entry' tab.
Select the bank account number of the debtor.
This displays the currency of the bank account number selected in the 'Bank account' field.
Enter the amount of the discount percentage that the debtor is entitled to.
Enter a cost code. See Cost codes.
Type the order cost for the invoice.
Note: This field is disabled if the type of the cost code selected in the 'Cost code' field is an order cost. See Cost code details.
Select the VAT code. The VAT code for the order cost that is linked to the selected cost code will be displayed by default.
Type the freight cost for the invoice.
Note: This field is disabled if the type of the cost code selected in the 'Cost code' field is a freight cost. See Cost code details.
Select the VAT code. The VAT code for the freight cost that is linked to the selected cost code will be displayed by default.
Select this check box if you want to assign an invoice number during the creation of the invoice.
Note: This check box is available only if you have selected {Ask during invoice entry} in the 'Reserve invoice number' field on the 'Invoice' tab in [Sales: File, Company settings, Sales settings].
If you have defined in [Sales: File, Company settings, Sales settings] that you want to reserve an invoice number during invoice entry, the invoice number will be displayed by default. If you have chosen one of the other options, the invoice number will be reserved later.
This displays the original invoice number belonging to the invoice that the credit note is created for.
Enter the number of period that you want the amount to be evenly distributed.
Note: This field is enabled only if you have selected the 'Allocation: Period' check box on the 'General' tab in [Finance: Ledger, Master data, Maintenance, General ledger accounts] for the appropriate general ledger account.
Enter the year to specify when the distribution will start.
Enter the period to specify when the distribution will start.
Enter notes about the invoice in the box provided.
You can click the 'Add' button to link documents to the item or 'Delete' button to delete the documents.
Matrix for data entry
Select an external category of the document to be linked to the item. You can create external categories in [System: Setup, Documents, External categories, Maintenance].
Enter a description of the linked document, if required.
Enter the full path or URL of the document. The path in the 'Fixed location' field on the 'General' tab in [System: Setup, Documents, External categories, Maintenance] if defined, will be filled in by default. Then you will only need to enter the remaining path.
This tab displays a summary of the amounts of the invoice, such as the order or freight costs involved, the amount of discount and VAT, and the total amount of all invoice lines.
After having defined the invoice header data, you can enter the lines by clicking the 'Add' button.
When you want to enter a line for an item, you should choose 'Item'. When you want to enter a text line, you should choose 'Text line'. If you choose 'Item', you need to fill the field 'Item' and 'Item description'. If you select 'Text line' you have to enter an item group or a ledger account and a text line. Whether you have to enter a ledger account or an item group depends on your sales settings. If you have enabled the option 'Generate revenue statistics' in the 'Sales' tab, you can enter an item group. If you have disabled this option you will have to enter a ledger account. In the field 'Text line' you can enter information of an item that is not a standard item in your product range. You can enter a maximum of 2000 characters.
Enter the description for the item. By default, the description defined for the item on the 'General' tab in [Sales: Master data, Maintenance, Items, Items].
Enter the number of items you want to have in your invoice line.
Enter the VAT code that you want to use in this invoice line. The VAT code that is linked to a debtor in the Finance menu is shown as a default. You can only change this default when you selected the 'VAT code adjustable' check box on the 'General' tab in [Sales: File, Company settings, Sales settings].
Enter the price of the item. The sales price of the item, defined in [Sales: Master data, Maintenance, Items, Items] is shown as a default. You can only change this price when you have selected the 'Change item data' check box in the 'General' tab in [Sales: File, Company settings, Sales settings].
Enter the project that will be linked to the invoice.
Enter the cost category that will be linked to the invoice. You can create cost categories in [Project: Master data, Maintenance, General, Cost categories].
Enter the cost center that will be linked to the invoice. By default, the cost center you have linked to the representative in [Sales: Master data, Maintenance, General, Sales representatives] will be displayed. If you did not link a cost center to the representative, the cost center selected in [Sales: File, Company settings, Sales settings] on the 'General' tab will be displayed.
Note: When you are not able to select a cost center, you should check whether the revenue account of the item group or the ledger account you entered manually is marked as a cost center account. This can be checked in [Finance: Ledger, Master data, Maintenance, General ledger accounts].
Consequences
Troubleshooting
Enter the correct invoice number in 'Invoice number' in [Sales: File, Company settings, Sales settings] on the 'Invoice' tab.
Enter the invoice debtor most frequently used in [Finance: Debtors, Master data, Maintenance] and choose another debtor in [Sales: Processes, Sales invoices, Sales invoice entry] whenever that is necessary.
No, you can only link one payment condition to a debtor. However, you can select another payment condition in the invoice if you have selected the 'Change debtor data' check box on the 'General' tab in [Sales: File, Company settings, Sales settings].
No, but you can select another code in the invoice lines. You can create a price list that contains all discounts, so that you do not have to change price lists.
Yes, you can indicate for every item in a price list, if discount amount, new prices or discount percentages is concerned.
You can define in [Sales: File, Company settings, Sales settings] which field has to be shown in the header and in the invoice lines and which fields can be changed.
Only when you entered a VAT code in 'VAT code' in the closing window.
Yes, you can print grouped invoices in [Sales: Processes, Sales invoices, Sales invoice printing], but no invoice number has to be assigned to the individual invoices. The following data must be the same for every single invoice before they can be grouped:
- Debtor
- Invoice code
- Currency
- Exchange rate
- Payment conditions
- VAT code or order and freight costs
You have selected the 'Block' check box for the debtor in [Finance: Debtors, Master data, Maintenance]. If you do so, you cannot enter invoices for that debtor.
Create extra item descriptions in [Sales: Master data, Maintenance, General, Extra description code]. You can link extra item descriptions to a debtor or select them in the invoice lines. You can also change the normal item descriptions in the invoice lines.
Sales Invoice Manual > Contents > Entering invoices > Sales invoices > [Sales: Processes, Sales invoices, Sales invoice entry]